SGS Student Services

Welcome

General Meeting for Graduate Administrators

Friday, March 13, 20152:00 p.m.- 4:00 p.m.

AGENDA

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• Welcome Don MacMillan, Director, Student Services

• Update from Systems & Records Josie Lalonde, Associate Director, Student Services, Student Systems & Records

• Update from Information Services Corey Dales, Director, Information Services

• Student Accounts Updates Audrey Cheung, Manager Student Accounts

• Centre for International Experience Marc Arnold, Coordinator of Transition and Advising

• Updates Graduate Awards Office Fong Di Caterina, Senior Awards Officer, Graduate Awards & Financial Aid

• Updates from Student Services Liam O’Leary, Programming Coordinator, Grad Room Ed Baluyut, Recruitment and Admissions Officer Don MacMillan, Director, Student Services• Questions

Update fromStudent Systems & Records

Josie LalondeAssociate Director, Student Services

Student Systems & Records

• Registration Rollover– Took place yesterday– From previous academic year to 20155– 6 a.m. Monday: course enrolment begins– Set your MAZ and M07 sessional event dates if

your course enrolment dates differ from the SGS default

– Section 1.4 of the ROSI Manual

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Student Systems & Records

• eMarks– 9 Faculties used eMarks for 20149 grades– Others are confirmed for 20151 grades– eMarks settings and background data

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Student Systems & Records

• eMarks: Process Questions– Late and revised grades– Coursework extensions and SDFs– Switching to a different faculty

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Student Systems & Records

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Student Systems & Records

• ACORN: Main features and benefits– User-friendly, intuitive design– UTORid authentication replaces student number– Notifications of upcoming dates and deadlines– Warnings for pre and co-requisites and more– Enrolment planning tool– Access to other online services (e.g., MyRes)

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Student Systems & Records

• ACORN: Implementation status– No firm release date but at least a month’s notice– Updating print and online material– ROSI/SWS and ACORN will run side-by-side– Information for students and staff

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Student Systems & Records

• SGS Drive– Guidelines & Set-Up Guides: SGS website Faculty

& Staff Manuals & Guidelines• User name: gradunit• Password: Access4U

– User support: support@sgs.utoronto.ca

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Student Systems & Records

• Admissions– Enter responses in ROSI as soon as they come in– Essential Grad Guide– Statistics used for strategic planning– Section 4.8 of the ROSI Manual

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SGS Information Systems

Projects Overview

Corey DalesDirector, Information Systems

– If you have a problem with an SGS system please email support@sgs.utoronto.ca

• Online Admissions Application• SGS Drive• SGS Website• Changes to Graduate Unit and Program Director (http://

portal.sgs.utoronto.ca/public/directory/graduateunits)• Systems Access Forms

Requesting Support

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– Why email support@sgs.utoronto.ca?• One spot access for support

– We will route to the appropriate person

• Accessed by all members of the team helping ensure a prompt response

• Identifies common issues and solutions• Helps track status of issues and requests• Metrics

Requesting Support

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– Email System• SGS is moving to UTORExchange• Working with IT+S to address needs

– Moved outgoing system emails to university systems– Mass mailings will be queued until 1am

» Small groups can be sent immediately– Storage quotas– Distribution Groups will become Listservs

• We are working on the migration schedule and will publish once confirmed

Email Migration

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– How does this impact you?• Little immediate impact to the graduate community

– Minor interruptions during the move– All addresses will stay the same

» No need to change anything just yet– Slowly deprecate “@sgs.utoronto.ca” so eventually people

will need to update» Marketing materials/website» Address books / contacts

• Big Benefits– Calendars for SGS (free busy/time) will be available for those

on UTORExchange

Email Migration

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– How does this impact you?• Little immediate impact to the graduate community

– Some minor interruptions during the move» Schedule will be published once finalized

– All addresses will stay the same » No need to change anything just yet

– Slowly deprecate “@sgs.utoronto.ca” so eventually people will need to update

» Marketing materials / website» Address books / contacts

Email Migration

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– How does this impact you?• Benefits

– Calendars (free busy/time) for SGS staff will be available for those on UTORExchange

Email Migration

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– Exploring offering a web based alternative for accessing the existing file share

– Nothing is changing• Access via WebDAV will continue• Access via CyberDuck will continue• Access via Windows Explorer (drive mappings) will

continue

SGS Drive

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– An optional, web based tool to assist graduate students, supervisors, and units with tracking progress of research stream students.

– Held a number of consultations, request for feedback and focus groups

– Development occurred over the summer and is continuing

Progress Tracker

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– Project has been delayed due to competing priorities• we are working to get it back on track

– Winter 2015• Setup a demo environment for those interested• If you would be interested in testing please contact me

– About 10 units have expressed interest so far

– Summer 2015• Work with EASI on integration with ROSI• Develop training and user guides

– Fall 2015• Production for those who wish to use it

Progress Tracker

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Electronic Forms

• 74 forms on our website

• Used by students, faculty, and staff

• Most are PDF’s but the process is very much paper based– OAA, OGS, Travel Grant, Conference

Grant require IS involvement to change

• No way to know the status

• No way to access the data collected

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Electronic Forms

• SGS is developing a new web forms tool

• Reduce turn around time on form development/deployment

– Maintain version/history without losing data

– No database changes– No system down time for deployment

• Provide a single location to access forms, view their status, and their results

• Forms are searchable by title and description

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Electronic Forms

• Data is prepopulated from University systems (ROSI, CM, etc.)

• Incorporates workflows including sign off by departments, chairs/deans, SGS, etc.

• Administrators: ability to change department / roles on the fly

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Electronic Forms

• Next Steps…– March / April

• Finish implementing forms functionality• Design and develop the administrative interface

– Once the data is in, how do we interact with it

– Summer 2015• Deploy for simple single stage workflows

– Student -> SGS– Units -> SGS (potentially)

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Electronic Forms

• Next Steps…– Fall 2015

• Training for Chairs / Admins / Coordinators• Deploy complex forms with multi-stage workflows

– Student -> Unit -> SGS

– Longer Term Goals• Reporting (globally for all systems)• From Design Tools• Complex systems such as OAA and OGS

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Graduate Awards Updates

Fong Di Caterina, Senior Awards Officer, Graduate Awards & Financial Aid

Three minutes One slide

Go!

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What’s it all about:• A public speaking competition for doctoral students

• Competitors have 3-minutes to present their research to a panel of non-specialist judges

• Divisional heat will consist of up to 25 competitors each

• The top five competitors from each heat will go forward to compete at the U of T Final

• The winner will represent U of T at the Provincial 3MT competition at Western University

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U of T Divisional Heats (x3)

March 25th & March 26th Claude T. Bissell Building

140 St. George St, room 205

Heat #1: Division IV March 25 - 1pm

Heat #2: Division III March 26 - 11am

Heat #3: Division I&II March 26 - 2pm30

3MT U of T Final April 8th at 7 pm

Sandford Fleming Building10 King's College Road, room 1105

3MT Ontario Finalhosted by Western University

April 23rd at 3 pm31

So how’d ourstudents do?

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3MT Winners 2013

U of T and Provencal 3MT winnerJasdeep Saggar, Medical BiophysicsHypoxia-activated pro-drugs: a novel approach for breast cancer

2014U of T and Provencal 3MT winnerDaiva Nielsen, Nutritional SciencesDo Dietary Recommendations Based on Genetics Change Eating Behaviour?

2015Stay tuned! 33

Updates from Student Services

Liam O’Leary, Programming Coordinator, Grad Room &

GPS Program

Grad Orientation 2015

Tuesday, September 8, 2015

JJR Macleod Auditorium

10am-12pm

2pm-4pm

5pm-6:30pm

Updates from Student Services

Ed Baluyut, Recruitment and Admissions Officer

Updates from Student Services

Don MacMillan

Director, Student Services

International Visiting Graduate Student Research Agreement

IVGSR

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And now your questions…